Executive Program Coordinator/Executive Assistant I

Job Description Summary

We are more than a health system. We are a belief system. We believe wellness and sickness are both part of a lifelong partnership, and that everyone could use an expert guide. We work hard, care deeply and reach further to help people uncover their own power to be healthy. We inspire hope. We learn, grow, and achieve more – in our careers and in our communities.

Responsibilities and Duties

• Calendaring: Provides complex and strategic calendar management for more than one executive and/or business leader; includes scheduling, time management, organization, and prioritization of appointments and meetings.
• Serve as the scheduling point of contact for executive-level interviews.
• Communication Delivery and Management: Assists executives in prioritizing emails in a timely manner; receives and screens calls; manages and delegates information requests; prepares and proofreads correspondence, presentations, memos, research, etc.
• Executive Recruiting Support: Provides strategic calendar management relating to the scheduling of executive interviews, for multiple hiring leaders and interview teams including interview scheduling, strategic calendar blocks, coordination and/or scheduling of candidate travel, communication with external recruiters, etc.
• Assists with external candidates’ travel planning and management and communicates with external candidates regarding plans. Provides on-site candidate and interview support including reserving meeting rooms, tours, catering, engaging external partners, etc. Manages communication between candidates, hiring managers, and interviewers, communicating things like interview schedules, expectations, sharing of job profiles, and resumes.
• Partners with Shared Services Business Coordinator to help externally hired executives through pre-hire process. Works with hiring managers’ assistants to prepare onboarding plan and details. Coordinates with Total Rewards on initiation of relocation requests where necessary.
• Fiscal Support: Processes purchase orders, travel and expense reports, mileage, cash advances for travel, etc. in a timely and accurate manner, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems (e.g., Concur, Workday).
• Technology Application: Leverages and stays current on new or updated technologies introduced by the organization; operates specialty software and provides technological application guidance to executive and/or business leaders, as needed.
• Document Management: Organizes paper and electronic records, which may include coordinating network/shared drives; organizes and retrieves information in a timely manner; securely manages confidential information in all forms; follows OhioHealth records retention policies and organizes long-term storage as appropriate.
• Service Delivery: Anticipates executive’s needs and prepares accordingly; interacts with customers, peers, OhioHealth associates and executive-level candidates with individual in mind and be responsive; balances autonomy with teamwork, particularly when supporting multiple executives and/or leaders.
• Confidentiality and Discretion: Gains trust and respect by ensuring privacy and security of information; adheres to all information, privacy and security policies, procedures, standards, and guidelines.
• Other Duties: May be assigned/required as needed, including leading or assisting projects as required.

Minimum Qualifications

• Associate's Degree: Business Administration/Management (Required)
• Additional Job Description MINIMUM QUALIFICATIONS: Associate’s Degree required; bachelor’s degree preferred
• Field of Study: Business Administration or related field
• Years of experience: 5–7 years of progressive administrative or recruiting coordinator experience

Specialized Knowledge

• Advanced proficiency with Microsoft Office tools (Word, PowerPoint, Forms), with demonstrated ability to create polished, executive-ready presentations, documents, and data collection solutions